Here are questions that the administrator of the archives of the delivering party can submit to staff when auditing the records of the delivering party and the records management of the delivering party. The information from the audit should be found in

• Dispatch of goods:

  • Describe procedures for the processing of transactions and the processing of documents:

  • Are transactions (letters and e-mails) registered in a case file in a archive?

  • Is cooperation with other employees a process of processing?

  • Which employees receive originals / copies of documents you have for processing (count them out)?

• About the documents / Document category:

  • What issues are covered by the employee?

  • Under which document category are the data that are being processed by each employee?

  • What issues are related to the work files that do not go to a grammar library but are kept by employees?

  • Are the documents available both electronically and on paper?

  • Do the documents contain information that requires access restrictions?

  • How are the documents arranged?

• Storage location:

  • Where are the data stored after processing? With the employee / in a archive / in the employee's computer / in an electronic data system or elsewhere?

• Storage life:

  • Is it common that information is needed in five-year-old documents / ten-year-old / or older? (How often in a year / month / week?)

  • When, i.e. after how many years/months, does an employee consider it normal to move documents from his office to a storage facility?

• Suggested grist:

  • Which documents could be cleaned and when, in the opinion of the employee, to list? Cleaning means when individual categories of material are deleted, e.g. a certain number in a case key, accounting supporting documents, etc. Cleaning is called when photocopies, spare copies and other items that do not concern the case are removed, as well as when spare items are removed, such as letter clippers, plastic folders, etc. No application for clearing is necessary to the National Archives.

• Electronic datasets:

  • Are electronic data collections (document retention systems/data bases) used to store documents/information generated by the resolution of tasks at the delivery entity?

  • Which electronic data sets are in use at the supplier?

  • Are documents/information stored in more than one electronic database?

  • Have the electronic data sets been notified to a public repository?

  • Have deposited versions of electronic databases been delivered to a public repository?

  • Are there electronic databases that are no longer used in the activities of the submission entity and have their documents been put into permanent storage in another archiving system or database?